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Preparing Business Reports

Preparing Business Reports. CoB Center for Professional Communication. Business Report: Components. Appendix( es ). References. Conclusion. Body. Introduction. Table of contents. Executive Summary. Transmittal Document. Title Page. Report Components: Front Matter. Title page

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Preparing Business Reports

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  1. Preparing Business Reports CoB Center for Professional Communication

  2. Business Report: Components Appendix(es) References Conclusion Body Introduction Table of contents Executive Summary Transmittal Document Title Page

  3. Report Components: Front Matter • Title page • Balance the following parts on the title page: • Name of report in all caps • Receiver’s name, title, and organization • Author’s name, title, and organization • Date submitted

  4. Report Components: Front Matter • Transmittal document • Announce the topic and explain who authorized it. • Briefly describe the project and preview the conclusions – if the reader is supportive.

  5. Report Components: Front Matter • Transmittal document • Close by expressing appreciation for the assignment, suggesting follow-up actions, acknowledging the help of others, and offering to answer questions.

  6. Report Components: Front Matter • Executive summary • Summarize the report purpose, findings, conclusions, and recommendations. • Include strategic words and sentences. • Prepare an outline with headings. • Fill in your outline.

  7. Report Components: Front Matter • Executive summary • Begin with the purpose. • Follow the report sequence. • Eliminate nonessential details. • Restrict the length to no more than 10 percent of the original document.

  8. Report Components: Front Matter • Table of contents • Show the beginning page number where each report heading appears in the report. • List of figures • Include a list of tables, illustrations, or figures showing the title of each and its page number. • Place the list of figures on the same page with the table of contents if possible.

  9. Report Components: Front Matter • Introduction • Discuss purpose and significance of report. • Preview main points and order of development.

  10. Report Components: Body • Body • Discuss, analyze, and interpret the research findings or proposed solution to the problem. • Arrange the findings in logical segments that follow your outline. • Use clear, descriptive headings.

  11. Report Components: Back Matter • Conclusion • Recap the purpose and review the main points. • Tie the main topics together, and, when appropriate, ask for action and/or goodwill.

  12. Report Components: Back Matter • References • List all references cited in the paper. • References should be arranged alphabetically. • Appendix(es) • Include items of interest to readers, such as data-gathering tools like questionnaires (these are originally created items). • Each appendix item should be in its own appendix

  13. Business Reports: Format Selecting the best method for delivering your message is key.

  14. Selecting a Report Format Formal Reports Informal Reports

  15. Business Reports Are Graphical Talking heading White background Detailed, explanatory text Mix of text and graphics Bullets or text in graphics Main points reinforced (optional) Page numbers

  16. Style • Focus on providing narrative with strong graphical elements: • Tables • Charts • Images • Strong graphical design • Do not ignore text altogether • Every page should contain 25-75% text • Narrative text font size 11 or 12 pt.

  17. Style • Remember: The report is intended to be read, not listened to • You will not be present to explain what a graph or table means • Thus, the report must be more explicit than slides accompanying an oral presentation

  18. Style Rule of Thumb Each page should have: 25% white space (margins) 25 to 75% text 25 to 50% graphics

  19. Create a design template 4 rules for design Organization Elements Navigation Headings Portrait versus landscape? Format & Layout

  20. Create the Design Template • Use the 4 Rules of Design • Contrast • Repetition • Alignment • Proximity • Make a few basic decisions and stick to them • You may use company colors and logo

  21. Portrait or Landscape Portrait Landscape • More familiar reading style • Easier to present textual blocks • Better for double duty (stand-up presentations) • Can be better for graphical elements (complex graphics are often horizontal)

  22. Final Thoughts • Think through your design • Think through your structure • Be consistent • Be professional • Business Reports are meant to be read: explain the take away from your graphical elements • EDIT, EDIT, EDIT!

  23. Time for Examples

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